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Home My WebLink AboutPR 16707: RENEWAL OF LICENSES AND MAINTAENANCE AGREEMENT WITH ESRI, INC. FOR ARCINFO GIS SOFTWARE PUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO Stephen B. Fitzgibbons, City Manager FROM Ross E. Blackketter, P.E., Director of Public Works SUBJECT P.R. #16707 — Approve Renewal GIS Software from Esri, Inc. DATE 06 October 2011 RECOMMENDATION: I recommend that the City Council approve Proposed Resolution No. 16707, authorizing the renewal of the Arclnfo GIS software licenses and maintenance agreement for a period of one (1) year from Esri, Inc. of Redlands, California for the amount of $11,400. BACKGROUND: In Resolution 09 -398, the City Council authorized the purchase of GIS software from Esri Inc. This purchase included the necessary software licenses and the maintenance agreement for a period of two (2) years, and expires on 31 October 2011. Esri has provided a quote to extend the licenses and maintenance agreement for a period of one (1) year for the amount of $11,400. They are a sole source provider, due to the proprietary nature of their software. BUDGETARY /FISCAL EFFECT: Funding is available in account 001 - 1202 - 531.59 -00. EMPLOYEE /STAFF EFFECT: None. SUM MARY I recommend that the City Council approve Proposed Resolution No. 16707, authorizing the renewal of the Arclnfo GIS software licenses and maintenance agreement for a period of one (1) year from Esri, Inc. for the amount of $11,400. i ! ! / /. •. Ross E. Blackketter, P.E. Director of Public Works REB /reb S: \engineer \documents \CAMS \Esri GIS Renewal.docx P.R. 16707 10/06/11 reb RESOLUTION NO. A RESOLUTION AUTHORIZING THE RENEWAL OF THE LICENSES AND MAINTENANCE AGREEMENT WITH ESRI, INC. OF REDLANDS, CALIFORNIA FOR THE ARCINFO GIS SOFTWARE IN THE AMOUNT OF $11,400. ACCOUNT NO. 001 - 1202 - 531.59 -00. WHEREAS, pursuant to Resolution 09 -398, ArcInfo GIS software was purchased from ESRI, Inc. of Redlands, California; and, WHEREAS, the original software licenses and the software maintenance agreement were for a period of two (2) years and expire October 31, 2011; and, WHEREAS, ESRI, Inc. has provided a quote to extend the licenses and maintenance agreement for an additional year for the amount of $11,400, said agreement attached hereto as Exhibit "A "; and, WHEREAS, the procurement is exempt from bidding under Section 252.022 (a) (7) of the Local Government Code as an item that is available from only one source; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct; and, THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute on behalf of the City, an agreement between the City of Port Arthur and ESRI, Inc. of Redlands, California for ArcInfo GIS software licenses and maintenance for a period of one (1) year for an amount of $11,400, said agreement attached and made a part hereof as Exhibit "A "; THAT, funding is provided for in account number 001 - 1202 - 531.59 -00; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of , A.D. 2011 at a meeting of the City of Port Arthur, Texas by the following vote: P.R. 16707 Page 2 Ayes: Mayor: Councilmembers: Noes: Mayor Attest: APPROVED AS TO FORM: / 1Z 4 / e C ity Secretary City Attorney APPROVED FOR ADMINISTRATION: jOe 1 / Stephen . Fitzgibbons Ross E. Blackketter, P.E. City Manager Director of Public Works APPROVED AS TO AVAILABILITY OF FUNDS: Al ikAA 1.6/1.� Deborah Echols, CPA Shawna Tubbs, CPPB Director of Finance Purchasing Manager Z: \ engineer \Documents \Resolutions \PR16707.doc EXHIBIT A P0, esrie Esri Inc OQp� 380 New York Street Redlands CA 92373 SUBJECT: MAINTENANCE QUOTE DATE: 07/04/2011 TO: Fay Young ORGANIZATION: CITY OF PORT ARTHUR COMMUNITY DEVELOPMENT FAX #: 409 - 983 -8120 PHONE #: 409 - 983 -8164 FROM: Barbara Walker FAX #: 909 - 307 -3083 PHONE #: 909 - 793 -2853 Ext. 3936 EMAIL: bwalker @esri.com Number of pages transmitted QUOTATION #25480681 (including this cover sheet): 4 DOCUMENT DATE: 07/04/2011 Please find the attached quotation for your forthcoming software maintenance term. Keeping your maintenance current entitles you to exclusive benefits, and if you choose to discontinue your coverage, you will become ineligible for these valuable benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your coverage at a later date. For details regarding the maintenance program benefits for your licensing, please visit http: / /www.esri.com /maintenancebenefits. Customers who have multiple copies of some Esri products may have the option of supporting some of their licenses with secondary maintenance. Please contact Customer Service to find out more about the availability of secondary maintenance. For information about Esri Desktop, Developer software, or Web services terms of use, as well as purchase order terms and conditions, please visit http://www.esri.com/legal/licensing/software-license.html. Do you need training? You can get affordable Esri software training for your entire organization with a subscription to Esri Virtual Campus. To find out how, visit the campus: http: // campus. esri .com /campus /catalog /subscriptions For details about ECP discounts and waivers for non - profit users please visit http: / /www.conservationgis.org /grant If you have any questions or need additional information, please contact Customer Service at 888 - 377 -4575 Option 5. ® 380 New York Street � e S r' Redlands, CA 92373 Quotation �� Phone: 909 - 793 - 28533936 Fax #: 909 - 307 -3083 Date: 07/04/2011 Quotation Number: 25480681 Send Purchase Orders To: Esri, Inc. 380 New York Street Redlands, CA 92373 -8100 Attn: Barbara Walker CITY OF PORT ARTHUR Please include the following remittance address COMMUNITY DEVELOPMENT on your Purchase Order: 444 4TH ST Esri, Inc. TX 7 4 PORT ARTHUR X 7 6 0 File #54630 Attn: Fay Young Los Angeles, CA 90074 -4630 Customer Number: 216405 For questions regarding this document, please contact Customer Service at 888 - 377 - 4575. Item Qty Material# Unit Price Extended Price 10 1 52384 3,000.00 3,000.00 Arcinfo Concurrent Use Primary Maintenance Start Date: 11/01/2011 End Date: 10/31/2012 1010 1 52385 1,200.00 1,200.00 Arcinfo Concurrent Use Secondary Maintenance Start Date: 11/01/2011 End Date: 10/31/2012 2010 1 87194 700.00 700.00 ArcView Concurrent Use Primary Maintenance Start Date: 11/01/2011 End Date: 10/31/2012 3010 3 87195 500.00 1,500.00 ArcView Concurrent Use Secondary Maintenance Start Date: 11/01/2011 End Date: 10/31/2012 4010 1 109216 5,000.00 5,000.00 ArcGIS Server Standard Enterprise Up to Four Cores Maintenance Start Date: 11/01/2011 This quotation is valid for 90 days and is subject to your Esri License Agreement. The quotation information is proprietary and may not be copied or released other than for the express purpose of system selection and purchase/license. This information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). Any estimated sales and /or use tax has been calculated as of the date of this quotation and is merely provided as a convenience for your organization's budgetary purposes. Esri reserves the right to adjust and collect sales and /or use tax at the actual date of invoicing. If your organization is tax exempt or pays state taxes directly, then prior to invoicing, your organization must provide Esri with a copy of a current tax exemption certificate issued by your state's taxing authority for the given jurisdiction. Issued By: Barbara Walker Ext: 3936 [CSBATCHDOM] To expedite your order, please reference your customer number and this quotation number on your purchase order. �� 380 New York Street P� ® Redlands, CA 92373 Quotation ///�� / �a�: esri Phone: 909 -793-28533936 Page 2 OC Fax #: 909 - 307 -3083 Date: 07/04/2011 Quotation Number: 25480681 Item Qty Material# Unit Price Extended Price End Date: 10/31/2012 Subtotal 11,400.00 Estimated Tax 0.00 Total $ 11,400.00 DUNS /CEC: 06- 313 -4175 CAGE: OAMS3 [CSBATCHDOM] Tr 380 New York Street ® Redlands, CA 92373 Quotation HOC r' Phone: 909-793-28533936 Page 3 a c AC Fax #: 909 - 307 -3083 Date: 07/04/2011 Quotation No: 25480681 Customer No: 216405 Item Qty Material# Unit Price Extended Price BY SIGNING BELOW, YOU ARE INDICATING THAT YOU ARE AUTHORIZED TO OBLIGATE FUNDS FOR YOUR ORGANIZATION. DO NOT USE THIS FORM FOR ORDER ACTIVATION IF YOUR ORGANIZATION WILL NOT HONOR AND PAY AN INVOICE THAT HAS BEEN ISSUED AT YOUR DIRECTION WITHOUT ADDITIONAL AUTHORIZING PAPERWORK. If you have made ANY alterations to the line items included in this quote and have chosen to sign the quote to indicate your acceptance, you must fax Esri the signed quote in its entirety in order for the quote to be accepted. If your organization is a US Federal, state, or local government agency; an educational facility; or a company that will not pay an invoice without having issued a formal purchase order, a signed quotation will not be accepted unless it is accompanied by your purchase order. If you choose to discontinue your support, you will become ineligible for support benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your support coverage at a later date. This transaction is governed exclusively by the terms of the above- referenced contract, if any, or Esri's standard terms and conditions at www.esri.com /legal. In order to expedite processing, please reference the quotation number and any /all applicable Esri contract number(s) (e.g. MPA, ELA, SmartBuy, GSA, BPA) on your ordering document. By signing below, you are authorizing Esri to issue a software support invoice in the amount of $ plus sales tax, if applicable. Please check one of the following: I agree to pay any applicable sales tax. I am tax exempt. Please contact me if Esri does not have my current exempt information on file. Please indicate on your purchase order if this purchase is funded through the American Recovery and Reinvestment Act, and whether Esri is a Prime Recipient, Sub- recipient, or Vendor for reporting purposes. Signature of Authorized Representative Date Name (Please Print) Title [CSBATCHDOM]